3 I. VENDOR MAINTENANCE VENDOR MAINTENANCE (AP/VMNT) Menu Tree: Accounts Payable Vendor Maintenance 1. Click Add If E Verify is checked then there must be a E-Verify Number If 1099 is checked then make sure appropriate FY to Post is Entered

4 2. Enter name and address of vendor Click Accept Name and Address 3. To enter different addresses click on the tab then Add/Modify to enter the address. You can enter a different address for General, Remit, PO s, and Returns. Remember if you have a different address on each tab when you search you will see the vendor different time with the same vendor number

5 4. To enter an address for 1099 s click on tab Put in Taxpayer ID type and Taxpayer ID Then click on Add/Modify Save when all information has been entered

6 5. Contacts - (Optional) Add the name of a person that will be your point of contact for the vendor. 6. Dollars When cash disbursements are updated, and when vendor checks are voided, the software updates the dollar fields on this tab. The dollar amounts are displayed for viewing only and cannot be modified on this screen

7 Vendor Name Lookup Vendor Name: Enter the vendor s name or portion of the name to search for a specific vendor. Leave the field blank to begin the search with the first vendor on file You can also search by using the the Vendor Name Options: Name starts with characters or Characters appear anywhere in name. In Vendor Lookup - SYSTEM DEFAULTS TO ALL NAME TYPES Notice duplicate listings of Vendor Name, but with the SAME VENDOR NUMBER - 7 -

8 Address Maintenance To change the information on a vendor - Enter vendor number and click the change icon Make the necessary changes and click accept name and address Click save when all changes are complete. When changing an address and you click accept name and address you will get the following message

9 Answer YES to change name and address on all tabs. ONLY, If you want them to match. Go to to add a different address for the 1099 Click on Add/Modify 1099 name and 1099 address Make your changes and click on accept name and address change and click save. If changing an existing Vendor to a 1099 Vendor MAKE SURE YOU CHANGE THE TAXPAYER ID TYPE TO EIN OR SSN AND ADD THE APPROPRIATE NUMBER! - 9 -

10 II. Requisition Entry Requisition Entry/Maintenance (RQ/ENTR) Menu Tree: Requisitions Requisition Entry/Maintenance: 1. Change the mode of operation from Inquire to New by clicking on the New button, Key in the Cost Center, or set default in User ID Maintenance. Using the Tab key skip to the next field(s). Continue until all fields contain the correct data. 2. Go to the Vendor page/tab. Enter the Vendor number and Tab to the next field(s). Continue until all fields contain the correct data

11 3. Go to the Detail page/tab, Enter the information relevant to your site and Tab to the next field(s). Continue until all fields contain the correct data. After entering the last bit of information, Tab until the cursor is on the Yes, Add button. You may use the Enter key on the keyboard to add the data to the list view. Do this for each item being ordered. Field used for Fixed Assets 4. Go to the GL page/tab, Enter the GL account number Tab to the amount field and enter the expense associated with the GL number and add to the list view, continue until all expense is distributed

12 If Requisition is Allocation Tracking, the ATN and ATT will be added. The last page/tab, Instructions, is optional. Enter the relevant information and add it to the list view

13 6. At this point requisition entry is complete, click Submit for Approval the Requisition will be routed to the appropriate person.. You are now ready to enter the next Requisition. Requisition has been routed and ready to be Approved and Transferred to PO! Click Routing

14 The Routing Approval Records will be displayed, Click on an item in the list see additional information:

15 In this view you will see the status of the item selected,

16 III. PO ENTRY/MAINTENANCE SUMMARY PO ENTRY/MAINTENANCE (PO/ENTR) Menu Tree: Purchase Orders PO Entry/Maintenance Use this transaction to add new purchase orders, to change existing purchase order information, and to change a PO s status. 1. Depress the (F2) key or click the New icon. 2. Tab thru the number field, if system assigned, Tab to Type field. Choose Normal or Blanket. (Blanket purchase orders are DETAIL, this option cannot be checked.) This example will be Normal. 3. Accept or Change the Posting Date. 4. Accept or Change the Document Date

17 5. Summary Purchase Order (Checked or Unchecked) Go to tab 2. Vendor 6. Vendor Number: Enter a vendor number or search and select one. The vendor name and address display in the box to the right of the vendor number. 7. Vendor Maintenance: Click on this button to access the Vendor Maintenance transaction, where you can add, modify and delete vendor records. 8. If you hold your cursor over the magnifying glass it will show the remit address that is on this vendor

19 Go to tab 5. GL 12. ATN/ATT: Enter/Search for the allocation tracking number and select an allocation tracking type 13. Account Number: Enter/Search for the account number, TAB, 14. Distribution $: Enter the amount. 15. Yes Add: Click this button to accept this distribution. The accepted distribution is displayed in the list view. 16. Continue until you have added all the items

20 Go to 6. Instructions - Optional Instructions: Enter your instructions or comments. 18. Yes Add: Click this button to accept these instructions 19. Save the Purchase Order 20. If Routing is set then Click the button, Submit for Approval, otherwise Submit or Approve based on individual permissions

21 IV. INVOICE ENTRY/MAINTENANCE Invoice Entry/Maintenance (AP/IENT) Menu Tree: Accounts Payable Invoice Processing Invoice Entry/Maintenance: Use this transaction to add new invoices and to change existing invoice information for unpaid invoices. 1. Create a new batch, click New, accept the batch date (the current fiscal month and year is displayed), enter a date, or select one from the calendar, press Tab

22 2. Answer following question when prompted: Do you want to add a new batch? 3. Leave the Batch # field blank, and press TAB for the software to assign the batch, or Enter the new batch number and press TAB to manually assign batch numbers. You can click Search to view and select an existing batch number. 4. Enter a description for the invoice batch (for example, November Batch ) Enter any comment, or leave the field blank. 6. Select a batch type (AP or Off-line). 7. Click, Save, when done. After you click SAVE the batch number will be displayed on the Invoice tab

23 ENTERING INVOICES ASSOCIATED WITH A PURCHASE ORDER 8. Press TAB, TAB 9. Enter the PO prefix and PO #, or select one from the list. These are required if you are associating the invoice with a specific purchase order, TAB, 10. The vendor number is automatically displayed when you enter a purchase order number. If you did not enter a purchase order number, you MUST enter a vendor number, or search and select one. 11. Enter the invoice number. DO NOT USE SYMBOLS IN THIS FIELD. 12. The software automatically combines invoices selected for a single vendor on one check. To print a single check for the invoice (to not combine this invoice with other invoices for payment), check Separate Check. 13. To create a Summary Invoice, one that does not contain item detail (even if the purchase order did contain item detail), check this parameter. 14. Enter the Gross Invoice Amount (the amount before any discount). 15. Submit and Save the invoice now, with a status of Not merged

25 ENTERING INVOICES THAT ARE NOT ASSOCIATED WITH A PURCHASE ORDER Complete Steps 1 thru 15 above, Go to 3. REQUISITION Accept the default or Enter the Cost Center, Originator, Ship to Attention, Delivery Attention field. 17. Check the Allocation Tracking box, if allocation-tracking items are being entered on this requisition. 18. Click the Yes, Add button to accept the requisition information

26 Go to 5. GL 19. Distribution by Document or Distribution by Item: Selecting by ITEM will allow distribution of the expenses separately. Distribution by Document can be set as a default. 20. Enter/Search/Modify/Select the Account Number, TAB. 21. Distribution $: Enter the amount. 22. Yes Add: Click this button to accept this distribution. The accepted distribution is displayed in the list view. 23. Continue until you have added all the items 24. Submit and Save

27 ENTERING DETAIL INVOICES WITHOUT A PURCHASE ORDER The Invoice Entry procedures are the same as With a Purchase Order (See Above), at the PO Prefix box, Tab, PO#, Tab For a Detail Inv, be sure the check mark has been removed. PO Prefix will be BLANK and the PO # field will have a ZERO, do not alter! Go to 3. Requisition Accept the defaults or make changes as needed, Click Yes, Add button to add information to the List View

28 Go to 4. Detail 25. Click on this tab or button to enter, change, delete or view, detail information (items, quantities, unit costs). Remember, the total of all extended costs must equal the net invoice amount. ATN/ATT: These fields display when the Allocation Tracking parameter is checked on the Requisition tab. Enter the allocation tracking number and select an allocation tracking type so the amount can be posted to the Allocation Tracking module when you save the requisition. No Account Number Selected is always displayed when you access GL Distribution Entry for the first time on a new invoice. Enter the account number, enter the ASN, or use search to select an account

29 MISC QUESTIONS GL Account Validation Error: When you enter an account number for which the related accounts payable account does not exist, the following message box is displayed. Over Budget: When the distributed amount combined with previously posted actual dollars, current encumbrance dollars, and requisitioned dollars exceeds the budgeted amount for the expenditure

30 account, you will receive the following message (if you are allowed to exceed the budget based on your User Id security). Click Yes to exceed the budget, or click No to enter a different account number. Run Invoice Batch Listing and verify vendors and totals are correct, as well as, the totals balance to the Invoices

31 Invoice Batch Listing Invoice Batch Maintenance - Use this transaction to view batch information, to change the batch description, comment, and to delete an entire batch of Not Merged invoices

32 Click Enter to produce the report. The report is printed, displayed in the report viewer, or written to the specified file based on the selected report destination parameter

33 MERGE AN INVOICE BATCH Enter the batch date Enter the batch number Enter the date that you want used to record the journal entries in the general ledger. The year date is displayed based on the posting date

34 Verify that the Batch Date and Number in the text box are correct (See Screen Shot) Click Save to merge invoices (change invoice and purchase order statuses and create and post journal entries to the general ledger) and produce merged invoice and journal entries reports

35 RECONCILING A DETAIL INVOICE: This tab will be blank if no PO is associated with the Invoice, until the Detail or GL tab is completed. Select the reconcile tab if you need to modify quantities and cost, and change the re-encumber parameter. If no additional changes are needed, you can save the invoice now. Quantity Reconciliation Qty: To change a quantity, click on that quantity (it will be highlighted) and change it. When you press tab to leave the field, or when you click on another field, the software changes the amount for you (quantity multiplied by unit cost equals amount). Cost: To change a cost, click on that cost (it will be highlighted) and change the quantity. When you press tab to leave the field, or when you click on another field, the software changes the amount for you (quantity multiplied by unit cost equals amount). Amt: When you press tab to leave the field, or when you click on another field, the software changes the amount for you (quantity multiplied by unit cost equals amount). You must change the quantity or cost to change the extended amount

36 Move Range of Invoices You can move invoices with a status of Not Merged to an existing batch, or you can create a new batch without exiting the transaction, and then move the invoices to it. Both the source and destination batches must have a status of Not Merged. If a batch has an incorrect Batch Date, move all of the invoices to a new batch with the correct date. Source Batch Select the batch date of the batch from which the invoices will be moved Enter the batch number from which the invoices will be moved or search and select one. The batch type is displayed and cannot be changed

37 Each invoice is assigned a unique sequence number when it is entered in the batch. To move invoices from one batch to another, enter one or a range of sequence numbers, or search and select an invoice and the software will display the sequence number of that invoice. Destination Batch Select the batch date of the batch to which the invoices will be moved. If you are moving invoices to an existing batch, enter the batch number, to which the invoices will be moved, or search and select one. The batch type is displayed and cannot be changed. The batch description is displayed and cannot be changed

38 Click Save to move the invoices. After the invoices are moved, the message Invoices Moved is displayed

39 V. Cash Disbursements 1. Select Invoices to be Paid Start a NEW Check Batch, press TAB and Answer the question: Do you want to add a new check batch?

40 Add a Description for the batch. Select the Order for Printing Checks Invoice Selection Criteria will be defaulted. Accept defaults or Modify dates. Press Enter (F1) on the toolbar, which will bring you to this screen: Select the invoices by putting a check mark in the box next to the invoice

41 Click Accept Selected Check Batch Number is assigned -- Make Note of this number Click, Exit and move to Step Projected Cash Disbursements Select Order By criteria Enter the Check batch number from Step 1 into the Check Batch # field, and then TAB. Select which Component (if any) you want total the report by. 3. Print Checks Select your Bank Code, TAB Enter the check batch number from STEP 1 in the Check Batch # field, TAB Enter the number from the first check into the Starting Check Number field, TAB. Enter Check Date Click to send checks To Report Viewer

42 Click Enter (F1) on the toolbar to generate the checks. Did The Checks Print Correctly, Click YES, if they did. NOTE: It is easier to correct the check run here, check carefully! 4. Print Check Register Enter the check batch number in the Check Batch # field and Press Enter (F1) on the toolbar to generate and print the report Exit

43 5. Update General Ledger Select the Posting Date, TAB Enter your check batch number in the Check Batch # field SAVE to Update General Ledger 6. Actual Cash Disbursement Register (Optional) Select Order By Enter Check Batch Number from Step 1 Select components (if any) you want total the report by

44 7. Delete Check Batch (Only use in rare situations) To discard the check run and start from scratch, go to the Delete Check Batch transaction. Enter the number of the check batch you want to delete. Click Enter to delete the batch. The Verify Delete message will appear. Click Yes to Delete the Check Batch. Note to User Spoil any ruined checks associated with the check batch in the Check Maintenance transaction. Once a Check Batch is deleted, create a new check batch in the Select Invoices to Be Paid transaction, print the mandatory reports and then start the check printing process

45 Restarting an Accounts Payable Check Run Example 1 Printer Jammed, All Checks Look Good ( ), Restart at Next Check (Check Number 7003) 1. If you need to restart a check run, when the Print Checks dialog box appears, Click NO (the checks did not print correctly). 2. The Restart Checks dialog box should appear. Choose the FIRST option Restart Checks/Statements Starting at Certain Check# (Aligned). Enter in the check number of next check to be printed (7003). Click OK

46 3. The Printer dialog box should appear. Choose the correct Printer Name and Paper Size of the drop down boxes. Click Go to print the checks. 4. If the Report Destination was To Report Viewer the checks report will be minimized on the task bar. Click on the report to look at the check results and then click the Printer icon to print the checks. If the Report Destination was To Printer the checks should be sent directly to the chosen printer. 5. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly

47 Example 2 Do Not Use Pre-Printed Checks (AIG, 3 rd Party Vendor), Want to Run All Checks Again 1. Click NO on Print Check dialog box. 2. The Restart Checks dialog box should appear. Choose the SECOND option Restart All Checks and Statements Aligned. Click OK. 3. The Printer dialog box should appear. Choose the correct Printer Name and Paper Size of the drop down boxes. Click Go to print the checks. 4. If the Report Destination was To Report Viewer the checks report will be minimized on the task bar. Click on the report to look at the check results and then click the Printer icon to print the checks. If the Report Destination was To Printer the checks should be sent directly to the chosen printer. 5. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly

48 Example 3 Printer Jammed, Checks Ruined, ( ), Spoil and Reprint Checks (Starting Check Number 7003) 1. Click No on Print Check dialog box. 2. The Restart Checks dialog box should appear. Choose the THIRD option Spoil Checks and Reprint Checks. Enter in the check number range to be spoiled ( ). Enter the New Starting Check number (7003). Click OK. 3. The Reprint Check Batch dialog box will appear. Verify the starting check number and Click YES to print the checks. 4. You will be prompted to run a test alignment. Click No

49 5. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly

50 Example 4 Printer Jammed, Checks are Good, Checks are Unusable, Spoil Checks and Reprint Checks (Starting Check Number 7008) 1. If you need to restart a check run, when the Print Checks dialog box appears, Click No, the checks did not print correctly. 2. The Restart Checks dialog box should appear. Choose the THIRD option Spoil Checks and Reprint Checks. Enter in the check number range to be spoiled ( ). Enter the New Starting Check number (7008). Click OK. 3. The Reprint Check Batch dialog box will appear. Verify the starting check number and Click Yes to print the checks

51 4. The Starting Check/Vendor message will appear. Verify that the starting Check Number and Vendor number are correct, Click Yes if this information is correct. 5. You will be prompted to run a test alignment. Click No. 6. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly. Note to Users If you have to restart several times, be sure to choose the To Viewer option to double check that the appropriate check numbers appear on the checks. Also, if you choose the To Viewer option, if you are going to restart, make sure to close the current report that is minimized. If you want to just to discard the check run and start from scratch, go to the Delete Check Batch transaction. You will then have to start from the Select Invoices to be Paid transaction and go through the check run process again

52 Accounts Payable Void Check Example 1 Void Check/Reissue Invoice on a New Check - Check was lost in the mail, Reissue a new check to vendor. 1. Open the Accounts Payable Void Check transaction. 2. Choose the Bank Code. 3. Enter/Search for the check number you wish to void. 4. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check. 7. Verify that this is the check you really want to void. 8. If the original check date is in a different period than the posting date, the following message will appear

53 This message verifies that the user wishes to post the void in a period other than the check date. It also states that the dollars posted as paid to the vendor will be reversed based on the check date. 9. The Updated Journal Entries report will be created. You should Print the report before you continue. 10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. If the invoice(s) are to be paid on another check, you must either include the invoice(s) in a check batch through the Select Invoices to be Paid transaction or pay the invoice(s) through the Offline Check Maintenance transaction

54 11. After you have finished voiding all checks, click Exit on the toolbar to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register

55 Example 2 Void Check & Delete Invoice - Check should not have been written to vendor. Invoice should not have been paid. 1. Open the Accounts Payable Void Check transaction. 2. Choose the Bank Code. 3. Enter in or search for the check number you wish to void. 4. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check. 7. Verify that this is the check you really want to void. 8. If the original check date is in a different period than the posting date, a posting warning will display. 9. The Updated Journal Entries report will be created. You should Print the report before you continue. 10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. The invoice(s) will NOT be issued on another check, then you must delete these invoices. Each invoice must be deleted separately. Double Click on the invoice that you wish to delete

56 11. When you Double-Click on the invoice, the Void Check program brings up the Invoice in the Invoice Entry transaction for modification and/or deletion. 12. To Delete the Invoice, Click Delete, Change the Posting Date to the Period that you want the reversal of Expense and AP Control to be posted and then Click Update

57 13. You will receive a message asking whether you want to delete the invoice. Click Yes. 14. If you did not change the posting date, the following message will appear. Click Yes if you want to change the posting date. You must then change the posting date and click Update again. If you do not want to change the posting date, then Click No. 15. After the invoice has been successfully deleted. You will receive an updated journal entries message. 16. Exit the Invoice Entry transaction. You will be brought back into the Void Check Transaction. If there are more invoices to be deleted on this check, you must doubleclick each one separately and delete each one as explained above

58 17. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register

59 Example 3 Void Check/Change Invoice/Reissue Invoice on a New Check - Check was written for the wrong amount. Invoice was entered for wrong amount. 1. Open the Accounts Payable Void Check transaction. 2. Choose the Bank Code. 3. Enter in or search for the check number you wish to void. 4. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check. 7. Verify that this is the check you really want to void. 8. If the original check date is in a different period than the posting date, a posting warning will display. 9. The Updated Journal Entries report will be created. You should Print the report before you continue. 10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. If the invoice(s) need to be modified and reissued on another check, you can modify them by Double Clicking on the invoice to be modified. 11. When you Double-Click on the invoice, the Void Check program brings up the Invoice Entry transaction and displays the invoice for modification and/or deletion. 12. To modify the Invoice, Click Change, make any necessary modifications to the invoice and then Click Save. Be sure to Change the Posting Date to the Period that you want the changes to appear

60 13. If you did not change the posting date, the following message will appear. Click Yes if you want to change the posting date. You must then change the posting date and click Update again. If you do not want to change the posting date, then Click No. 14. After the invoice has been successfully modified, you will receive an updated journal entries message. 15. Exit the Invoice Entry transaction. You will be brought back to the Void Check Transaction. If there are more invoices to be modified on this check, you must doubleclick each one separately and change each one as explained above. 16. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register

61 Example 4 Void Check/Change Invoice/Reissue Invoice on the Same Check - Check was entered into the system with wrong vendor number, but check was hand written for the correct vendor. 1. Void the Check 2. Open the Accounts Payable Void Check transaction. 3. Choose the Bank Code. 4. Enter in or search for the check number you wish to void. 5. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 6. Enter a comment (reason) for voiding the check. This is a required field. 7. Click on Void to void the check. 8. Verify that this is the check you really want to void. 9. If the original check date is in a different period than the posting date, a posting warning will display. 10. The Updated Journal Entries report will be created. You should Print the report before you continue. 11. This invoice(s) are now eligible for payment. The invoice(s) are to be issued with the same check number, you must first delete the check from the permanent check file. A. Modify the Invoice 1. To display the invoice for modifying or deleting, double click on the invoice in the list view. Click on Change to modify the re-opened invoice to change the Vendor number or invoice number. Click on the Change Vendor/Invoice Number button and make the appropriate changes. Click on Save after all changes have been made

62 2. After modifying the invoice, click Exit to exit the Invoice Entry/Maintenance transaction. When you exit the transaction, the updated journal entries will be displayed in the report viewer. Print the report before you continue. 3. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. B. Delete the Check from the Permanent Check File 1. After the Check has been voided, you need to delete the check from the permanent check table using the Check Maintenance transaction (Check Processing Folder). This removes the incorrect check information from the appropriate tables and makes the check number available to be reused

63 2. Click on the Process Single Check option box. Enter the correct bank code and check number. Tab or click Enter to bring in the check information. 3. Click on Delete and then Save. You will then asked if you want to delete the check, Click on Yes if you want to delete this check. Click on No if you do not want to delete this check. 4. Once you click on Yes, the check will be deleted. The software will display a message when the check has been deleted. 5. Exit the transaction once the check has been successfully deleted

64 C. Reissue the Check 1. Open the Offline Check Maintenance transaction. 2. Enter the current accounting period posting date. 3. Enter the Vendor Number and then select the correct invoices for payment. 4. Enter the Bank Code. 5. Enter the Check Number (same check number previously deleted) and the Check Date. 6. The Check Amt will be displayed based upon the invoices selected for payment

65 7. Click on Save to update the check information. The software will display a message when the check has been updated and the job completed. 8. When exiting the transaction, make sure that you have printed the check register and the updated journal entries

66 Offline Check Maintenance Example 1 Enter and Pay a New Invoice 1. Open Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date. Enter the Vendor Number for the check you wish to add, Press Tab

67 3. Default Batch # will be entered, do not change. Vendor # will be populated. Invoice Entry/Maintenance transaction will load since no invoices are available, Press TAB and the message to add a new batch will appear. Click, Yes, to create the new batch. 4. Enter the invoice number and amount on Tab 1, Shipping information on Tab 3, and Account Number on Tab When finished Click Submit and then Click Save. 6. Exit the Invoice Entry/Maintenance transaction. 7. The Merge the Invoices message will appear. Click Yes, to merge the batch

68 8. At this point the Journal Entry is created and printed, and the Merged Invoice Batch Listing is created. 9. The invoice appears in the Offline Check Maintenance list view selected for payment, Click the option box for Print Check, enter the Bank Code, Check # and Check Date and click Save. 10. The software will continue prompting the User to print the check and create the reports and Journal Entries. 11. Here the information is defaulted and you are given the opportunity to view the Check, change the printer or exit. Per instructions on the form, Click Enter to Print Checks. 12. Once you answer the prompts, close the above transaction. 13. Exit the OCM transaction, you will be prompted to print the check register

69 Example 2 Pay an Existing Not-Merged Invoice, Vendor Needs Check Immediately 1. Open the Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date.. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. To select a Not Merged invoice(s) for payment, Click on the View Submitted Invoices button. 5. The Add/Change Invoices button is available if you need to Add additional invoices and/or change existing invoices for this vendor. 6. To select an invoice(s) for payment, click on the check box beside the invoice number and then click the Accept Submitted button. 7. The Move/Merge Invoices message will appear. The invoice(s) checked will be moved from their existing Not Merged invoice batch to an offline batch and merged. Click Yes to merge the invoice(s). You will not be able to pay the invoice(s) if you do not click Yes

70 8. If no offline checks have been entered for the calendar month/year, the message to add a new batch will appear. Click Yes, to create the new batch. 9. The Invoice Batch Maintenance form will appear. Click Save to add the batch. Then Click Exit to return to the Offline Check Maintenance transaction. 10. The Offline Check Maintenance transaction will appear again. Click Accept Submitted

71 11. The Move/Merge Invoices message will appear again. The invoice(s) checked will be moved from their existing Not Merged invoice batch to an offline batch and merged. Click Yes to merge the invoice(s). You will not be able to pay the invoice(s) if you do not click Yes. 12. The Offline Check Merged Invoice Batch Listing will be created and minimized on the task bar. You should Print the report before you continue. 13. When the Offline Check Maintenance transaction displays, the invoice(s) will display in the list view selected for payment. Enter the Bank Code, Check Number and Check Date. 14. If you wish to print the check, Click on the Print Check box

72 15. Click Save to update the check information. The software will display a message when the check has been updated and the job completed. 16. Click Exit to return to the menu. The software will ask you to print the check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 17. The software will then ask you to print the updated journal entries report. You should print the report

73 Example 3 Pay an Existing Merged Invoice, Vendor Needs Check Immediately 1. Open the Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. The invoice(s) will appear unchecked in the list view. To select an invoice(s) for payment, click on the check box beside the invoice number. Enter the Bank Code, Check Number and Check Date. 5. If you wish to print the check, Click on the Print Check box. 6. Click Save to update the check information. The software will display a message when the check has been updated and the job completed

74 7. Click Exit to return to the menu. The software will ask you to print the check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 8. The software will then ask you to print the updated journal entries report. You should print the report

75 Example 4 Pay an Existing Merged Invoice that has been Selected for Payment in a Not Paid Check Batch 1. Open the Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. Click on the View Invoices Selected for Payment to see invoices that have already been attached to a accounts payable check batch. 5. To select an invoice(s) for payment, Click on the check box beside the invoice number then Click Accept Selected

76 6. The Unselect Invoices message will appear. Click Yes to move the selected invoices from the accounts payable check batch to this Offline Check batch. 7. Enter the Bank Code, Check Number and Check Date. To print the check, Click on the Print Check box. 8. Click Save to update the check information. The software will display a message when the check has been updated and the job completed. 9. Click Exit to return to the menu. The software will ask you to print the check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 10. The software will then ask you to print the updated journal entries report. You should print the report

77 V. Journal Entries Cash Receipts Use this transaction to record cash receipts and any journal entries that are not automatically generated and recorded by other transactions. Manual journal entries include: Cash Receipts Accounts Receivable Bank interest earned and bank charges Reclassifying/correcting journal entries Non-sufficient funds checks adjustments Reclassifying journal entries The most common Journal Codes used are: J/E (Journal Entry), C/R (Cash Receipt) and TRN (Transfer): FACTS When entering cash receipts the software automatically creates the cash-account journal entries based on parameters recorded in the Bank Code table, Balance Sheet Business Rules and components in the revenue accounts. Bank codes must exist in the Bank Code table (GL Table Maintenance/Bank Code Maintenance) table and cash accounts must be assigned to bank codes before cash receipts can be entered

78 G/L account components must exist in the G/L Components table and G/L accounts must exist in the G/L Accounts table (GL Setup/Component Maintenance) before the accounts can be entered in this or other transactions. Queries Reports The NextGen Budgetary Accounting software contains several query transactions that are designed to assist users with accessing data and researching various accounting related questions. Every query transaction allows the user to enter selection criteria. The query transaction then accesses records in the database and returns a set of results that match the selection criteria entered by the User. The available selection criteria in each query transaction vary depending on the actual query. However, there are four selection criteria that are available in every document query. They are listed as follows: Item Criteria Dollar Criteria Date Criteria General Ledger Criteria Document Related Queries: The software contains four transactions that are characterized as Document Queries. This category of queries is designed around the data elements related to certain documents produced by the accounting system. These transactions are listed as follows: Purchase Order Query Invoice Query PO Prefix Invoice Status PO Type Vendor Number Vendor Invoice Type PO Status Batch Number/Batch Month & Year AP Check Query Bank Code Check Status Reconciliation Status Check Batch Number Document Related Queries w/additional Functionality: The software contains two additional queries that are similar to document queries in terms of how they are generated. However, they also have additional functionality. These transactions are listed as follows:

79 Journal Entry Query - This query allows the User to query journal entries based on various journal entry data. This query also allows the User to reverse an existing journal entry automatically based on journal entry data. Entered date range Posted date range Fiscal period and year Vendor number Invoice number Bank code Check number PO prefix PO number Deposit number Cash receipt number Reference number User ID Text descriptions (matches, appears anywhere, starts with)

80 VII. Accounts Payable Bank/Check Reconciliation Preface: You must reconcile the bank statement at the end of each month. To do this, you must complete several steps to find out if your computer book balance is in balance with your bank statement. To proceed with this process, read the following section and perform the steps on the checklist below. Remember to enter any journal entries that would affect the Book Balance through the Create Journal Entry transaction located on the General Ledger menu. These could include: Bank Interest, Bank Charges and NSF Checks Reset last month s Reconciliation 1) Click the Check Reconciliation transaction located in the Bank Statement Reconciliation folder on the Accounts Payable menu. 2) Choose the Bank Code of the check from the drop down box. 3) The last month s Bank Statement Ending date should be displayed. 4) Click on the Run Summary Report button 5) The Recon Button should be enabled and the Book and Bank should be in balance. If this is the case, Press the Recon button and Exit this screen by clicking on the Exit

81 button. If the previous month is out of balance, print the Recon report and compare it to the report run at the time of balancing. Changes must have been posted in last month s books since the close of the books and will need to be reversed. Enter This Month s Reconciliation Information 6) Enter the Bank Statement End Balance and Click Save. 7) Place a check mark in the box beside each check that has cleared the bank on the bank statement. When done, Click Save. Shortcuts a. If the majority of your checks have cleared the bank, Click Edit and Select All. This will place a check mark beside all of your checks, and then you can Uncheck the checks that have not yet cleared the bank. b. Using your Arrow Keys and the Spacebar key on the keyboard, Highlight each Check that has been cleared and press the spacebar. This is a quick method of moving down the list. c. Highlight all checks that you want to place a check mark on and Click Edit Select All

82 Add Other Reconcilable Items Never enter an Other Reconcilable Item to force the reconciliation, it could come back to haunt you. 8) Click Add to create an Other Reconcilable item. Enter the following information and Click Save. The Other Reconcilable item will appear in blue and should remain unchecked. After entering all of the other reconcilable items, Click Exit. a. Reference Number This is not a required field, the system will auto assign a number if left blank. This is a 15 character alphanumeric field. b. Transaction Date Enter a date on or before the Bank Statement Ending Date. c. Amount of Item Enter the dollar amount of the other reconcilable item. d. Transaction Choose Disburse if dollars need to be Subtracted from the Bank Statement or Receipt if dollars need to be Added to the Bank Statement. e. Description of Item Enter a brief description of the other reconcilable item. This is a 100 character alphanumeric field

83 Examples of Other Reconcilable Items 1. Deposits in Transit This means a deposit was posted to your books, but was not shown on the bank statement. This problem can arise by the deposit being posted after the cutoff time on the last day of the bank statement period. This amount should be entered as a Receipt to the Bank Statement balance. 2. Bank Errors This means the bank has made a mistake on your account it was not corrected before the bank statement was printed. It can include a check being cleared for the wrong amount, or a deposit incorrectly posted to your account. This amount could be a Receipt or Disburse, so be careful to choose the correct Transaction type. 3. NSF Checks Normally, NSF (returned) checks are posted to your books using Journal Entries. However, if you do not choose to follow this procedure, you must list all NSF checks as Other Reconcilable items. NSF checks should be posted with the Receipt transaction type. 4. Bank Statement Balances This only applies to checking accounts that are setup as cash accounts and have a 0111 function code. If you have a money market account that is setup as an investment account with a 0121 function code, it cannot be reconciled in conjunction with the cash bank code. Do not include the ending balance of investment accounts in this figure. 5. Clear any outstanding Other Reconcilable items from last month s reconciliation. Unlike Cobol, Nextgen does not delete the Other Reconcilable Items each month. If the Other Reconcilable Item no longer applies, simply check if off like a check

84 6. To view the Deposits and Journal Entries, Click Show Deposits and JEs. When finished, Click Close Deposits and JEs. 7. When Finished, Click the Run Summary Report Button. This information will show a Statement and Book Out of Balance Amount. If the Bank and Book balances are equal, the program will show Statement and Book In Balance with the amount of When the Bank and Book balances are equal, the Recon Button will become enabled. Do not Click this button until you are ready to complete the next month s bank reconciliation

85 Run the Monthly Reconciliation Report 8. From the Reconciliation screen, Click the Print Report check box and the Journal Entries check box if you want or need a copy of the posted Journal Entries, then Click the Enter button or Press the F1 key. Print this report and save it for later use. You may also print this report from Reconciliation Report on the Bank Statement Reconciliation menu located in the Accounts Payable folder. Check Reconciliation Balancing Research Techniques If the Accounts Payable Reconciliation report lists an out of balance condition (the adjusted statement ending balance does not equal the ending book balance (the combined ending-balance of cash accounts for this bank code)): A deposit-in-transit may need to be recorded as an Other Reconcilable Item. A Bank error may need to be recorded as an Other Reconcilable Item. A manual check (an offline check) may need to be recorded. A deposit may need to be entered. Interest may need to be posted to the general ledger

86 An NSF check may require journal entries to correct the cash and revenue account balances. A check may need to be cleared. A check may have been cleared in error. A check or deposit may have been posted for an incorrect amount. If so, the error needs correcting in the general ledger. The ending statement balance may be incorrect. A cash account journal entry may have a status of In-process, therefore it is not included in the reconciliation calculation. Use the Create Journal Entry transaction to change the journal entry status to posted. Along with the Journal Entries listing in the Check Reconciliation report, there are several other tools and transactions in Nextgen that will verify cash balances and check information. GL Query, Cash Report, Cash Receipt Journal, General Ledger Report & Month to Date Check Register

87 RECEIPT MODULE Main Menu RM Setup Validation Tables Maintenance Transaction Use this transaction to setup a Revenue Type Code for each General Ledger account number you will post receipts to and the Station IDs for each individual that will be using the Receipt Module. Revenue Types The Revenue Type code, description and all associated information specific to this code. Station IDs The User that is assigned to each Receipt, assist in cash receipt reconciliation and cash receipt tracking

88 Revenue Types Revenue Type Code - Abbreviated description for the Revenue Type Code (10 spaces alphanumeric), LSAs this represents the Activity-Function Description Enter a description for the code (30 characters alphanumeric) Account Number Enter or use search to assign the GL account associated with the code. Can be left blank here and assigned during the import process. Default Amount Enter the typical amount for the code. Can be zero and changed at receipt entry. Unique on Each Receipt Check this box if this code is allowed only once per receipt Student Database ID Enter the student database revenue-type that corresponds with the revenue code. Can be left blank. Cost Center(s) Check all cost centers for this revenue code

89 Station IDs Station ID Used to assist cash receipt reconciliation and cash receipt tracking (10 charactersalphanumeric). The Station ID is assigned to each receipt record. Description Enter a description of the Station ID or the name of the individual (30 charactersalphanumeric) Password Enter a password for this Station ID (10 characters-alphanumeric) as a security feature. When a password is assigned to a station id, the RM software cannot be accessed without the correct password. This is not a required field. Print Receipts When this parameter is checked, receipts are automatically printed after the receipt is updated. You may enter and save receipt data without printing receipts

90 Setup/Export Parameter Data Transaction Use this transaction to define the available Station IDs, Cost Centers, and Revenue Types for receipts. This must be created for each individual that uses the Receipt Module software before receipt data can be entered and receipts printed. WAIT FOR PARAMETER FILE TO LOAD! Parameter Name Client Change and Click Next for file name to display. If a new Site or Station ID, Enter the appropriate file name Owner Select Owner if applicable Owners are not used, you must add NONE to Ownership/Group Maintenance found in System Control Station ID Select the Station ID from the drop down list Cost Center The CCTR should display, if not correct, then select the Cost Center corresponding to the Station ID from the drop down list Address Type This should display, if not, select an Address Type from the list. This is the address that will print on each receipt

91 Station Receipt Message This message will print on each receipt that is generated by this Station ID Auto-Assign Receipt Numbers Check to have the software automatically assign receipt numbers. Use Student File / Use Teacher File Check if a Student File and/or Teacher File is being used Code List View All available revenue codes will appear in this list view. Click the Select/Deselect All button, if appropriate uncheck individual codes from list Enter/Print Receipts Transaction - Use this transaction to enter and print receipts Station Log In Once the Receipt Module Parameter has been defined, unless changes have been made, the window below will pop up. Click on the Set Up on the Station Log In form to edit the Receipt Module Parameters

92 Receipt Module Parameter This form will be displayed the first time you select Enter/Print Receipts transaction. Remote Processing File Locations Parameter Name If more than one Parameter Name was created in the Setup/Export Parameter Data Transaction, then you will be prompted to select the file you choose to use Select file name from the drop down if more than one was created, otherwise the file will be defaulted

94 Receipt Parameters If you do not have a Student and/or Teacher File, Click Update. You will be ready to select your Station ID, enter Password and a User Name, and Click Log In. No further set up is required. If provided: Student File Define the path where this file is located (optional) Teacher File Define the path where this file is located (optional)

95 - 95 -

96 Receipt Parameters Starting Balance Enter the amount of money you begin with, if any. Receipt Copies Enter the number of receipt copies you wish to print. Receipt Message Enter a receipt message. This message will replace any message attached to the Station ID. Station ID Log In Station ID - Select appropriate ID Password Enter Password User Name Enter your name Click, Log I n

97 Receipt No Enter number or software will auto assign based on Set Up. Receipt Date Defaults to today s date. Payer Id Code from Student or Teacher File if file(s) being used, optional. Payer Name Description of Payer, Required field. Alpha numeric, 40 characters. Select Rev Type Code Note that the codes in black have been set up with a Default Amount and codes listed in red do not have a default. (1) The Band Dues of $30 for Sally Jones are being paid with two twenty dollar bills- Click the box in front of that Rev Type Code, enter 40 in the Cash $ field, Total Due reflects $30, Tendered is $40 and Change due is $10. (2) Add to this receipt for Sally, Typing Dues of $10 ck #4598, the Rev Code box cannot be checked because the amount has not been defaulted, Type 10 in the Received $ column. (3) Add to this receipt another Typing Dues of $10 for her brother Sam with another $10 ck #4599. You could change the Typing Dues Received amount to $20 and put both check numbers in the Check Nbr field (10 characters), leave the Check Nbr field blank, update and start a new Receipt (recommended if using Student File) or use the:

98 (4) Add Click this button to add a Revenue Type Code that needs to be repeated on the receipt. The window below will pop up, select the code you wish to repeat on the same receipt then click save. (5) The code has been added so next you type the $10 in the Received $ column. Change the total Check $ to $20 and click: Update Click this button to save the record. If the Print Receipts parameter is checked on the Station ID record, then a receipt is automatically printed. To change the printer parameters, click on the Setup button. If you try to Update a receipt that does not balance, you will receive a Distribution Error

99 Paid All Click to select all Revenue Types that have default revenue amounts and to display the default Revenue amounts in the Received $ column. You can deselect a Revenue Type and remove the amount from the Received $ column by removing the check mark from the corresponding check box. Clear Click on this button to clear the form and start over on a new receipt. Setup Click on this button to change the printer parameters (printer name). Void Click on this button to void a receipt. Only receipts updated but not closed out can be voided. Logout Click this button to change your Station ID. Exit Click on this button to exit the transaction. Recap of Receipts Entered After all receipts are entered, click this button to display a summary of collected revenues and to complete the reconciliation/close-out process. Print Deposit Listing - prints a list of receipts that have a check as part of their payment Only if a check number was entered. Print Recap Prints the recap report

100 Close Out Click on this button when the Starting Balance plus the Total Collected agree to the Ending Balance. After you Close Out, receipts cannot be voided. Enter the total amount of money including Cash, Checks, Credit/Debit Cards and the beginning cash amount. Then click OK to continue or Cancel to exit. Click OK and you will receive a Confirm Over/Under message. If it is incorrect, click No and correct either the Cash Drawer Balance or Receipt Data amount. Exit Click on this button to exit the recap screen

101 Import/Post Receipt Data Transaction Use this transaction to import receipt data from remote stations and to create and post cash receipt journal entries to the general ledger from the Receipt Module. Process Receipts List View Any errors will be listed here. If no errors appear, select the Post GL Data tab and continue processing. If errors appear: 1) Check items associated with the same GL revenue account number. 2) Enter the GL number in the Account Number field 3) Click Assign Account

102 Post GL Data Bank Code - Select the Bank Code from the list where the deposit is/was made. Deposit No - Enter the deposit number or Date. The date of the deposit may be entered as the deposit number. List View Receipts not posted to the general ledger are listed here. Select items listed on deposit slip. Assign Bank Code and Deposit No Click to assign the bank code and deposit number. Undo Bank Code/Deposit No Assignments Click here to unassign bank code and deposit number. Posting Date Be sure to select the correct posting date. Fiscal Period Select the fiscal period. Fiscal Year Select the fiscal year

103 System Control Menu Reporting Parameters SC/RPTP: REPORTING PARAMETERS Use this transaction to define condensed printing for reports. Condensed printing is used to produce reports on 8 ½ X 11 size, single sheet paper for laser printers in portrait and landscape formats and non-laser printers using 8 ½ X 11 continuous feed paper. Also, Parameters may be set up defining a particular tray to be used. If the printer has the functionality it may also print both side of the paper. Reporting Parameters are defined by computer. If you use another computer the definitions will not be there

104 Menu Tree System Control Reporting Parameters The first time the transaction is opened, it is in the Add mode. NEVER change what is in the System ID field. 2. The top section of this form tells the software the location your data is to be printed. This should be set up to conform to the way you print data the majority of the time. Select the printer from the drop down box. Select the paper from the drop down box to use with the printer selected. 3. Select whether the data is to print landscape or portrait. If landscape check the option box, if you would like portrait, leave the box unchecked. 4. Based on the paper size, data may need to be condensed. If so, check the option box for Use Condensed Printing. There is also an option to have the software prompt a question asking if you would to condense before data is printed. This can be cumbersome and it is recommended this option is left unchecked

105 The software is now set to go to the above selected printer, using 8.5 X 11 paper, and will print landscape. The font and font size are Sans Serif 20cpi and 7. An example of and encumbrance entry would look like the page below: Save before you exit

106 Miscellaneous System Tables Menu Tree To correct a Zip Code or set up a Foreign Address

107 To correct a zip code Go to tab 2 put in the zip code click change and correct the city or state that matches the zip code

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